Guild Room

The Guild Room Chair is responsible for maintaining an attractive, orderly, and well supplied Guild Room. The Guild Room Chair is appointed by the Guild President with assistance from the Membership Coordinator.

Guild Room Chair

  • Reports progress and problems to the Membership Coordinator and attends all meetings scheduled by the Coordinator.
  • Invites the Coordinator to all committee meetings. The Coordinator will attend whenever possible.
  • Acknowledges by thank you note or other means, appreciation for the work done by the volunteers.
  • Sets up meetings and make all arrangements necessary with the Museum Events Coordinator.
  • Reviews the content of the public section of the Guild website to determine the accuracy and currency of the information pertaining to the work of the committee. Sends necessary changes to
  • At the end of the year, reviews the committee job description posted on the Guild website and in the Committee Notebook. They should both be the same. Makes any necessary changes and sends to the President Elect and to
  • Attends the Notebook Turnover Meeting in the late Spring and submit in quadruplicate the annual Committee Report using the Sample Committee Report as a guide. These reports will be distributed to the incoming Committee Chair, the Coordinator, and the President and one copy will be file in the Museum Library and Archives. Also, a copy of the report in MSWord ise-mailed to for posting on the Guild website.


  • Prepares a budget and submit to the Guild Treasurer.
  • Checks regularly on the orderliness of the Guild Room .
  • Maintains attractive and interesting bulletin boards and display areas and disposes of outdated materials.
  • Posts a bulletin board calendar for Guild members to use to reserve the conference room.
  • Orders Guild letterhead stationery and stores a supply in the appropriate spot in the conference room.
  • Supply the Las Guias sign-in notebook with the appropriate form and place the current week’s Las Guias schedule in the appropriate notebook.
  • Orders drinking fountain cups and keeps the cup holder filled.
  • Maintains office supplies in the desk, i.e., staples, paper clips, rubber bands, pencils, etc.
  • Orders paper for the copier and keeps a supply on hand.
  • Checks telephone answer machine and ensures all messages are distributed to the appropriate party.
  • Submits a work order for necessary furniture/equipment maintenance and/or repair.
  • Recommends additions or changes needed in furnishings or arrangements to the Board of Directors through the Guild Membership Services Coordinator.

Time Line


  • Submit a budget upon request by the Guild Treasurer.
  • At the beginning of the Guild year, see that all supplies mentioned above are in place and post the Guild Room reservation calendar.
  • The tasks of the Guild Room Chair are ongoing throughout the year.


  • Review website description of committee work and send changes to Make sure job descriptions are the same in the notebook and website. Send changes to the President Elect and to
  • Attend the Notebook Turnover Meeting and submit notebook and copies of the Committee’s annual report. E-mail report in MSWord to the Guild Webmaster.

The Heard Museum Guild Board encourages innovation and process improvement, but new initiatives and/or different approaches, activities, or actions must be discussed with the assigned Coordinator and/or Guild Executive Committee and, if necessary, approved by the Guild Board and/or Museum.

rev 5/03/2011